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An AI agent that detects booking intent, and a chase that runs until they book

Seeing times and not booking is the single most recoverable moment in a clinic, and the one nobody works. The bot texts straight away, then this waits forty five minutes, comes back once, and puts a call on the setter's list.

Part ofGHL System: twenty two workflows, a flow AI agent, a setter briefing AI agent, and an automated setter queue
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An AI agent that detects booking intent, and a chase that runs until they book, as it is built.
Read the workflow as text
  1. 1Remove from Workflow 02 and 01.5Removes from a workflow
  2. 2Find the cardFinds the card
  3. 3Opportunity Found
  4. 4Stage to Booking Started (backward allowed for No Show cards)Updates the card
  5. 5In-app ping: booking started{{contact.first_name}} started booking
  6. 6Which channel is this contact on?
  7. 7Text message rail
  8. 8Wait: 45 minutes, did they book? (a booking removes them via 09)45 minutes
  9. 9System note: Booking StalledBooking Stalled
  10. 10In-app ping: they saw times and stalled{{contact.first_name}} saw times but didn't book
  11. 11Enrol 03.5 Booking Stalled (Setter)
  12. 12The nudge: pick your timeSMSHey {{contact.first_name}}, earlier you wanted to get booked in and those times are still open. Want me to hold one for you?
  13. 13Wait: until next morning (16 h; send-window tuning at clone)16 hours
  14. 14Next morningSMSMorning {{contact.first_name}}. Fair warning, the week's filling up. Want me to send over what's still open for you?
  15. 15Wait: 1 day1 day
  16. 16The soft closeSMSI'll leave it with you, {{contact.first_name}}. Your times are there whenever you're ready, one message and I'll lock one in.
  17. 17System note: Chase ExhaustedChase Exhausted
  18. 18In-app ping: chase exhausted{{contact.first_name}} never picked a time
  19. 19Call: the chase is exhausted, one human dialCall task for the contact owner
  20. 20WhatsApp rail
  21. 21Wait: 45 minutes, did they book? (a booking removes them via 09)45 minutes
  22. 22System note: Booking StalledBooking Stalled
  23. 23In-app ping: they saw times and stalled{{contact.first_name}} saw times but didn't book
  24. 24Enrol 03.5 Booking Stalled (Setter)
  25. 25The nudge: pick your timeWhatsAppHey {{contact.first_name}}, earlier you wanted to get booked in and those times are still open. Want me to hold one for you?
  26. 26Wait: until next morning (16 h; send-window tuning at clone)16 hours
  27. 27Next morningWhatsAppMorning {{contact.first_name}}. Fair warning, the week's filling up. Want me to send over what's still open for you?
  28. 28Wait: 1 day1 day
  29. 29The soft closeWhatsAppI'll leave it with you, {{contact.first_name}}. Your times are there whenever you're ready, one message and I'll lock one in.
  30. 30System note: Chase ExhaustedChase Exhausted
  31. 31In-app ping: chase exhausted{{contact.first_name}} never picked a time
  32. 32Call: the chase is exhausted, one human dialCall task for the contact owner
  33. 33Opportunity Not Found
  34. 34No card yet: create it at Booking StartedCreates a card
  35. 35Go to: In-app ping: booking started

The problem

Somebody asked to book, the bot showed them real times, and then nothing. They got distracted, or the times did not work, or they wanted to check with someone. Every clinic has a pile of these and almost nobody works them, because they do not look like leads any more: they never said no, they just stopped. They are the warmest people in the account.

What shipped

  • Starts on the moment they saw times, not on a schedule
  • One nudge, then a call, rather than a run of texts nobody answers
  • The chase stops itself the moment they reply or book

What happens

The bot offers real times. If they pick one, this never runs. If they do not, they are in.

Forty five minutes later they get one message, in the same conversation, with the times still there. If they answer, the chase stops on its own and the conversation carries on where it left off.

If they stay quiet, a call goes on the setter's list for the same day, and the setter picks it up already knowing what was offered and when.

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